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AI in public offices: case file summaries and the evidence
Short answer
AI in a public office can prepare a summary of the case file and a draft statement of reasons, and the authority still establishes the facts and considers all the evidence, as Poland's Code of Administrative Procedure requires. A good summary keeps conflicting versions of an event and names the source of each fact. At Syntalith the automation costs from €3,000 net, and with 300 cases a month at 20 minutes each it pays back in 1.0 month.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- analysis with an engineer and a free prototype
- €0
- team in ChatGPT or Claude, up to 10 people
- from €1,150
- automation, agent or application for one process
- from €3,000
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Author: Syntalith · 3 min read
Statistics
Public administration and AI: statistics 2026
1.0 mo.
payback of a €3,000 automation at 300 cases a month: €3,490 of work on case files today, €538 with checking and the model. Scenario.
72%
According to Eurostat (2025), 72% of people aged 16 to 74 in the EU used a public authority website or app in the previous 12 months.
Source: Eurostat, digital economy and society statistics, households and individuals (2025) ↗
95.9%
According to UODO, the Polish data protection authority (2026), 95.9% of surveyed Polish organisations do not consider themselves ready to roll out AI in line with the GDPR.
90%
According to the European Commission (2026), 90% of companies using AI say that people take the decisions, and 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer 578 (2026) ↗
25.1%
According to a Harvard Business School study (2023) of 758 consultants, tasks within the model's capabilities went 25.1% faster with AI.
Figures checked: 22 October 2026
AI in public offices: the duties stay with the authority
In Poland, the Code of Administrative Procedure (Journal of Laws 2025, item 1691) ties the procedure in Article 7 to a thorough clarification of the facts, and Article 77(1) requires all the evidence to be gathered and considered exhaustively. An AI tool helps with the preparation, and these duties stay with the employee and the authority.
Two versions of an event in one case summary
One document states that an action was carried out, and a later letter from the party contradicts it. The model prepares a short description with the first version. The text reads smoothly, and the employee does not see the discrepancy they should assess. The shorter the summary, the easier it is to lose the opposing evidence, so in the test we count omitted contradictions separately, because they cost the most when a decision is reviewed.
A draft statement of reasons must keep its basis
Article 107(3) of the Code describes the factual reasons as the facts established, the evidence they rest on and the reasons other evidence was not found credible, and the legal reasons as the provisions cited. A draft prepared by AI must therefore show the evidence next to each fact and must not leave out opposing evidence.
Summary
with references
Facts with the file and page, contradictions named.
Draft
for assessment
A proposed statement of reasons with evidence next to each fact.
Assessing evidence
the employee
Credibility and weight of evidence are the authority's decision.
What AI case file summaries cost and when they pay back
- Today
- 300 cases × 20 min = 100 h (€3,490)
- With the system, a person checks the output in 15% of the time
- €524
- Model, 1 call per case, Claude Sonnet 5.5
- €14
- Cost of one case
- €11.63 today, €1.79 with the system
- Saving
- €2,952 a month
Payback of €3,000
1.0 month
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 20,000 input tokens and 1,200 output tokens per call at Anthropic's rates, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026.
Labour costs in public administration differ from the Eurostat average, so the result is an order of magnitude to check on the office's own cases.
Case files hold the parties' personal data, so the tool runs in an environment the office has approved, with access only for the employees handling the case. According to UODO, the Polish data protection authority (2026), 95.9% of surveyed Polish organisations do not consider themselves ready to roll out AI in line with the GDPR, so we prepare the description of the data flow before the first test on case files.
How to assess the first test
- Expected results prepared by people who know the procedure
- Conflicting letters in one case
- A missing page in the scan of the file
- Material added after the draft was prepared
- Whether the employee sees the change and the earlier summary is marked out of date
The first scope is one type of case with a repeatable file layout and a person who knows the expected result. Public bodies can start with a pilot on public instructions, as the article on the AI pilot in a public office describes. For the call, a description of the type of cases and the number of proceedings a month is enough. The document workflow scope is described on document workflow in a public office, and the AI Act duties on the AI Act in a public office.
Worked example · Scenario
How we count the payback: documents in a public office
We run the same count for your office in the free process review.
€1,861
a month for handling 800 documents by hand
Payback: 1.9 mo.
4 minutes per document matched to a case and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: reading a document in our case-file system (about €0.0002) plus matching it to the case and a note on what is missing (Claude Sonnet 5.5, about 2,000 + 300 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →
